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wTips:Duplicates & Merging
W-Systems, December 2014
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Duplicate Notification on Manual Entry
Section 1
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Duplicate Notification on Manual Entry
As users enter companies, a duplication warning is presented if a company record with an identical name exists within the system.
Users may:• Ignore the Duplicate and Save the record• Select and edit one of the matching records• Cancel the entry altogether
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Duplicate Notification on Import
Section 2
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Duplicate Notification on Import
Imports can be checked for duplicates by selecting the fields to check upon creating the import.
• Multiple fields can be selected by dragging fields from the “Available Fields” column to the “Fields to Check Column.”
• SugarCRM reports records that share the same values for the fields selected in the “Fields to Check Column”.
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Duplicate Notification on Import
Each duplicate record is listed and a list of the duplicate records can also be downloaded to an Excel file for reference and/or management external to SugarCRM.
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Record Merge
Regardless of the methodologies used to prevent duplicate records, they might still appear.
Records that are identified as duplicates can be merged.
Three accounts have been identified as duplicates in the sample below.
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Record Merge
In order to merge the records, select those that are to be merged.
Select Merge from the choices in the function dropdown.
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Record Merge
The Merge Management Screen appears.
Select the Primary Record.
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Record Merge
Select the Primary Box and Drag it over the appropriate record
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Record Merge
Only the Primary record survives the merging process.
After the Primary Record is selected, choose what values to use for each field by clicking the radio button next to the values that are to be kept in the surviving record.
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Record Merge
Values may be selected from any merging record, but only one value may be selected for each field.
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Record Merge
Saving the record completes the merging process, a final warning is presented to ensure that you want to complete the merge and delete the duplicate records. Confirm to proceed, cancel to revert back to the Merge Management screen.
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Record Merge
A status window is displayed to show progress.
Only the Primary record will remain after the process is completed, all other “merged” records will be deleted.